Administrative Data Entry - Receiving at Peterson Farms Inc – Hart, Michigan

OVERVIEW

Treat Raw Products information as a critical strategic resource. Utilize best practices, and cultivate new ideas and innovations to help the company keep its competitive edge.

RESPONSIBILITIES AND RESULTS

• Manage Raw Product information throughout its life cycle.
• Be detail oriented, self-motivated and focused on tasks at hand, while being able to re-prioritize as needed.
• Create, track, quality check, analyze, problem solve, and distribute information as needed.
• Organize data into usable information that is timely and accurate for decision makers.
• Collaborate with other departments to create open lines of communication throughout the company.
• Provide leadership and guidance on information systems and processes effecting the raw receiving department.

Specific Functions

• Help Manage the Master Grower Listing for over 500 Accounts
  • Create New Accounts
  • Update grower profile information
  • Deactivate accounts
  • Update receiving database (Parity Factory) when needed – ie Adding Grower, Updating Varieties, and Archiving Receipts.
  • Develop standard operating procedures and training aids for the receipt, grading and data entry of raw products by commodity.

• Document Accountability
  • Standardize receiver processing from receipt to accounting.
  • Collaborate on handling procedures to highlight ways that receivers fail to navigate the system properly.
  • Collect and track all GAP audits and Grower Handbook Code of Conduct agreements.
  • File all incoming Raw product receivers, bill of ladings, traceability in corresponding grower files by commodity and grower number.
  • Maintain files of critical Raw Receiving information.

• Document Accuracy
  • Verify each receiver for accurate weight and proper grower information.
  • Coordinate and track all publications and forms to ensure compliance and meet our corporate standards.
  • Cross-check errors found to ensure we were not the ones introducing the error.
  • Review all trucking invoices to ensure they are accurate prior to approval and payment.
  • Make corrections to Receivers; Weights, Grower Names and numbers as needed for correct grower payment information.
  • Coordinate drafts, cross-check, and double-check all documents before they are presented as final.
  • Team up on entering data into Parity Factory to coordinate with payment records.

• Problem solving
  • Determine if problem is an anomaly or a trend
    • If an anomaly, take care of the problem and report if necessary.
    • If a trend, report the findings, institute a control measure to reduce or eliminate the trend from happening again, review and follow-up.

• Provide Field Team Support
  • Coordinate and maintain records on all paperwork collections.
  • Provide support to the PFI Grower Portal for Grades and entry/maintenance of Growers.
  • Always give the field team full cooperation on any and all projects/processes.
  • Attend Expo and any Agricultural trainings as needed or required for compliance.
  • Attend Annual Field Team and Annual Grower Meetings.

• Grower relations
  • Field questions and concerns directly from growers or indirectly through our field team.
  • Complete Mock Recalls for grower audits and return to grower and field representative.
  • Work with Crop Insurance adjustors to provide needed documentation for grower claims and policy adjustments.
  • Maintain clear and concise communication with growers, through direct mailings, email blasts and PFI grower page.
  • Maintain fair and Professional relationships.
  • Payment Correction Research.
  • Follow-up and follow-through on all tasks in a timely manner.
  • Coordinate and/or up-channel any requests needing additional support.

• Provide Raw Receiving Support
  • Operational Clerk Duties
    • Time and Attendance, Attendance Matrix
    • PTO/VTO Requests
    • Helping with Associate Appreciation days.
    • Creating Corrective Actions for Managers.
    • Upload and manage documentation in ADP.
    • Assist with updating varies Boards – Leadership, Employee Resource, etc
    • Assist with any associate issues that may arise.
    • The Primary Leader with Onboarding of new associates.

• Raw Receiving Support
  • Scheduling of Staff.
  • Attend Raw Receiving Meetings.
  • Prepare and update Grading documents and standards.
  • Forklift Re-Training and Daily Inspections/Propane hours.
  • Recording of Bins/Lugs Shipped.
  • Work with Quality company wide, to collect data need for USDA and Customer Traces and audits.
  • Make any grading changes as needed.
  • Maintain KPI reports, graphs and charts.
  • Maintain reports and spreadsheets based on needs of the department.
  • Write and Maintain SOP’s for the Raw Receiving Department.
  • Track daily Tool Box meetings held by Supervision.
  • Order supplies and keep inventory on current supplies, along with Maintaining Safety Supplies & Kits.
  • Work closely with the Raw Product Inventory Specialist to provide support, back-up, feedback, and any suggestions for improvements.
  • Process Quality Destroy, Fermentation, X pooling in Parity.

QUALIFICATIONS

Education

• Bi-lingual, Spanish and English, Preferred

Work Experience

• Six months experience in administrative role, utilizing communication skills required.

Skills and Knowledge

• Proficient use of PC, via keyboard/mouse, and various software applications (i.e., Microsoft Office Suite, ADP, and Excel).
• Demonstrated ability to maintain integrity and privacy of confidential information.
• Ability to work well under pressure and quickly assess and respond appropriately to questions.
• Ability to adapt to change and learn quickly.
• Excellent attention to detail, Organizational Skills, and Communication Skills.
• Ability to comprehend and comply with GMP rules and Food Safety guidelines.
• Ability to work as contributing member within the team.

Supervisory Responsibilities

• No

ENVIRONMENT/PHYSICAL DEMANDS

• Noise level in work environment is moderate; Standard office setting.
• Eye, hearing, hair nets, bump hats, lab coats may be required.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Reasonable accommodations may be made to enable individuals with disabilities the ability to perform the essential responsibilities and results.